Finance and Government Committee

CITY OF GRAND PRAIRIE FINANCE AND GOVERNMENT COMMITTEE COUNCIL BRIEFING ROOM TUESDAY, DECEMBER 10, 2024 AT 2:30 PM MINUTES CALL TO ORDER Chairwoman Clemson called the meeting to order at 2:30 p.m. PRESENT Chairwoman Jorja Clemson Deputy Mayor Pro Tem Junior Ezeonu Council Member Kurt G. Johnson STAFF PRESENTATIONS 1. Financial Update Director of Finance Susan Sanders provided a regular financial update on designated funds and the general financial condition of the City. CONSENT AGENDA Chairwoman Clemson advised the committee that consent agenda item seven would be moved to Items for Individual Consideration with the title being corrected. Deputy Mayor Pro Tem Ezeonu moved, seconded by Council Member Johnson to approve items two through six. The motion carried unanimously. 2. Minutes of the November 5, 2024 Finance and Government Committee Meeting Approved on Consent Agenda 3. Change Order #3 in the amount of $69,726.60 to add construction scope services to contract with RLM EarthCo, Inc. for Tyre Park Phase II, for a total project cost of $1,988,527.83 Approved on Consent Agenda 4. Amendment #4 in the amount of $35,333 for additional construction scope services to the Contract with Fast General Contracting, LLC at the Epic Maintenance Building, for a total project cost of $1,147,545 Approved on Consent Agenda 5. Resolution Approving the City’s Investment Policy Approved on Consent Agenda Finance and Government Committee – December 10, 2024 Page 1 of 6  6. Annual Contract for Heavy Equipment Fire Suppression Systems Maintenance and Repair Service with Interstate Fire Sales and Service, LLC dba StateFire DC Specialist, LLC in the amount of up to $45,000 annually. This contract will be for one year with the option to renew for 4 additional one-year periods totaling $225,000.00 if all extensions are exercised Approved on Consent Agenda 7. Annual contract for Office of Emergency Management (OEM) fire apparatus maintenance and repair services from Siddons Martin Emergency Group, LLC through a Cooperative Agreement with Buyboard. The initial term will be eight and a half months (up to $35,417) with the option to renew for two additional one-year periods (up to $50,000 annually), totaling $135,417 if all extensions are exercised As noted, Chairwoman Clemson moved this item to Items for Individual Consideration. Motion to recommend approval of this item to City Council made by Chairwoman Clemson with the title being corrected to Annual Contract for Original Equipment Manufacturer (OEM) fire apparatus maintenance and repair services from Siddons Martin Emergency Group, seconded by Mayor Pro Tem Ezeonu. The motion carried unanimously. ITEMS FOR INDIVIDUAL CONSIDERATION 8. Ordinance amending the FY2024/2025 Capital Improvement Projects Budget; Construction contract with Paragon Sports Constructors, LLC (PSC) for tennis and pickleball court construction at Friendship Park in the amount of $522,466 plus a 5% contingency in the amount of $26,123.30 for a total project cost of $548,589.30 through a national cooperative agreement with Buyboard Parks, Arts and Recreation Superintendent presented this item to committee noting staff is seeking approval of an agreement with Paragon Sports Constructors, LLC (PSC) for site construction of a tennis and pickleball court at Friendship Park. Construction will include demolition of existing court, earthwork, soil conditioning, concrete pads, concrete sidewalk connections, site furnishings, and landscape and irrigation. A survey of the existing conditions was conducted by Falkofske Engineering that determined the best solution is to remove the current court and re-build in the same location with soil amendments. Council Member Johnson asked if the complaint from Council Adams was addressed regarding the noise at this location. Mr. Gomez advised that in late July, forty-six trees were planted to provide and a sound barrier. Parks, Arts and Recreation Assistant Director Chris Michalski added that Council Member Adams expressed her appreciation to staff for the trees. Deputy Mayor Pro Tem Ezeonu asked for the timeline of the project. Mr. Gomez said work will begin in January 2025 with a completion in April 2025. Deputy City Manager Megan Mahan informed the committee staff is looking at alternative locations for resident that use Friendship Park to play tennis and pickleball and will bring back to the committee for their information. Motion to recommend approval of this item to City Council made by Deputy Mayor Pro Tem Ezeonu, seconded by Council Member Johnson. The motion carried unanimously. Finance and Government Committee – December 10, 2024 Page 2 of 6  9. Contract with B-Weiss Entertainment Group, LLC for Main Street Fest event production and talent buying services for a total of up to $650,000 annually for an initial one (1) year term with the option to renew for four additional one-year periods totaling $3,250,000 if all extensions are exercised Parks Administration and Community Engagement Manager Kelly Eddlemon and Special Events Manager Emily Linares presented this item to the committee noting staff will work with B-Weiss Entertainment Group, LLC (BWEG) to source Main Stage entertainment and a variety of products and services needed, within a determined plan and budget, for the Main Street Fest event. Examples include tents/tables/chairs, stage audio/visual/lighting, fencing/barricades, porta potties, stage technical staffing, artist rider requirements/hospitality, generators/electrical, arts & craft/business vendor coordination, and any other similar items to produce the event deemed necessary by City staff. BWEG will provide a negotiated low vendor pricing option for each to the City for final approval. BWEG will coordinate with vendors from the beginning and through event tear-down. Utilizing BWEG will 1) provide assistance to the Special Events team, 2) provide potential cost savings to the City through their vendor contacts, and 3) provide additional expertise in talent buying and festival management to enhance the event. Chairwoman Clemson inquired on the service B-Weiss Entertainment Group would be providing this year that they didn't do last year. Mr. Eddlemon said B-Weiss Entertainment Group would help in securing artists. Deputy Mayor Pro Tem asked what is the most spent on an artist. Ms. Linares said it was $75,000. Chairwoman Clemson asked if the layout would be different this year. Mr. Eddlemon stated that are considering options at this time. Motion to recommend approval of this item to City Council made by Deputy Mayor Pro Tem Ezeonu, seconded by Council Member Johnson. The motion carried unanimously. 10. Ordinance amending the FY2024/2025 EPIC Operating Budget; Pickleball Court Use Agreement with CNP, LLC dba Chicken N Pickle to allow Grand Prairie residents and local business to have use of indoor and covered outdoor pickleball courts. This Agreement is for a one-year term starting 1/1/2025 for an annual cost of $72,800 Parks, Arts and Recreation Superintendent Rod Hayes presented this item to the committee noting this Agreement will allow Grand Prairie residents and local businesses to have access to one indoor and one covered outdoor pickleball courts at Chicken N Pickle, at no cost to the resident or business. This partnership will help promote pickleball and provide more courts to meet the demands of this rapidly growing sport. The two courts will be available Monday – Friday from 8:00 a.m. to 6:00 p.m. Users who want to reserve a court for a maximum two (2) hours will need to make reservations with the Parks, Arts and Recreation Department in person at the Tony Shotwell Life Center. Council Member Johnson asked staff for clarification on the hours reserved, availability of the pickleball courts, indoor and outdoor reservation percentage and how use is determined for a resident and local businesses. Chairwoman Clemson asked staff to enhance the reservation portal to make it the pickleball court availability online more convenient for the users. Motion to recommend approval of this item to City Council made by Deputy Mayor Pro Tem Ezeonu, seconded by Council Member Johnson. The motion carried unanimously. Finance and Government Committee – December 10, 2024 Page 3 of 6  11. Purchase of one (1) new Caterpillar 500 kW generator for the City Hall East complex ($1,393,861.41) and one (1) new Caterpillar 175 kW generator for Fire Station 11 ($383,919.17) from and BD HOLT CO. dba HOLT TEXAS LTD. dba HOLT CAT through a Cooperative Agreement with Sourcewell. This is a one-time purchase in the amount of $1,777,780.58 with a contingency amount of $177,777 for a combined total of $1,955,557.58 Director of General Services Jayson Ramirez presented this item to the committee noting City Hall East and Fire Station 11 are designated as essential facilities. This purchase of a Caterpillar 500 kW generator and Caterpillar 175 kW generator will ensure continued supply of electrical power and prevent the disruption of business operations in the event of a power outage. Council Member Johnson asked for clarification on the contingency amount, voiced his disapproval with the purchasing process through BuyBoard noting his opinion that it is a necessary to be mindful of the use of taxpayer money. Deputy City Manager Cheryl De Leon provided additional information on the purchasing process for clarification. Chairwoman Clemson said it is necessary to consider the need of this item for public safety reasons. Council Member Johnson asked if the permanent solution was the docking station. Director of Design + Construction - Municipal Facilities Andy Henning provided clarification on the docking station, lead time and explanation on the construction phases adding Fire Station will not open without the docking station in place. Motion to recommend approval of this item to City Council made by Deputy Mayor Pro Tem Ezeonu, seconded by Chairwoman Clemson. The motion carried 2-1; with Council Member Johnson voting nay. 12. Annual Contract for Dodge/RAM Light and Medium Duty Vehicles with Grapevine DCJ, LLC in an amount up to $3,000,000.00 annually. This contract will be for one year with the option to renew for four additional one-year periods totaling $15,000,000.00 if all extensions are exercised. Award secondary contract to Sames Bastrop CDJ, Inc (up to $3,000,000.00 annually). Secondary awardee will be utilized if primary is unable to fulfill the needs of the city Fleet Services Manager Colby Frantz presented this item to the committee noting these annual contracts will be utilized for Dodge/RAM light and medium duty vehicle acquisitions. This contract includes all available Dodge/RAM models to include sedans, trucks, cab chassis’, vans, SUV’s, and EV’s. The City’s fleet is comprised of various makes and models, serving diverse municipal functions for City operations. With an emphasis on sustainability and environmental responsibility, the city is committed to incorporating electric vehicles (EVs) into the fleet, where applicable. This approach ensures redundancy, flexibility, and mitigates risk while maintaining a competitive position in the light and medium duty acquisition market. Council Member Johnson asked for clarification on this item. Motion to recommend approval of this item to City Council made by Deputy Mayor Pro Tem Ezeonu, seconded by Council Member Johnson. The motion carried unanimously. 13. Amendment #1 to the contracts with Mansfield Oil Co. of Gainesville, Inc. and U.S. Energy a Division of U.S. Venture Inc, for motor fuel to extend both contracts for an additional six- month term through a Cooperative Purchasing Agreement with City of Fort Worth/OMNIA Partners in the combined amount not to exceed $1,700,000, for a total combined contract amount not to exceed $11,700,000 Finance and Government Committee – December 10, 2024 Page 4 of 6  Mr. Frantz presented this item to the committee noting this proposed Council action is to extend each contract for an additional six-month period to coincide with City of Fort Worth/OMNIA Partners’ extension of their motor fuel contracts that were extended through June 30, 2025. The amount for the extended term will not exceed the combined amount of $1,700,000, for a total combined contract amount not to exceed $11,700,000. Council Member Johnson asked for clarification on the contract extension and the combined amount presented. Ms. De Leon mentioned this is locking the service rate with any delivery charges. Motion to recommend approval of this item to City Council made by Deputy Mayor Pro Tem Ezeonu, seconded by Council Member Johnson. The motion carried unanimously. 14. Award Annual Contract for Chevrolet Light and Medium Duty Vehicles to Ed Morse Automotive, LLC dba Freedom Chevrolet by Ed Morse up to $3,000,000.00 annually. This contract will be for one year with the option to renew for four additional one-year periods totaling $15,000,000.00 if all extensions are exercised. Award secondary to Sames Motor Co., Inc. dba Sames Laredo Chevrolet, Inc. (up to $3,000,000.00 annually) and a tertiary award to Caldwell Automotive Partners, LLC dba Caldwell Country Chevrolet (up to $3,000,000.00 annually). Secondary and tertiary awardees will be utilized if primary is unable to fulfill the needs of the City Council Member Johnson asked if this item was similar to items twelve. Mr. Ramirez answered in the affirmative noting these annual contracts will be utilized for Chevrolet light and medium duty vehicle acquisitions. This contract includes all available Chevrolet models to include sedans, trucks, cab chassis’, vans, SUV’s, and EV’s. The City’s fleet is comprised of various makes and models, serving diverse municipal functions for City operations. With an emphasis on sustainability and environmental responsibility, the City is committed to incorporating electric vehicles (EVs) into the fleet, where applicable. This approach ensures redundancy, flexibility, and mitigates risk while maintaining a competitive position in the light and medium duty acquisition market. Motion to recommend approval of this item to City Council made by Deputy Mayor Pro Tem Ezeonu, seconded by Council Member Johnson. The motion carried unanimously. 15. Annual Contract for Ford Light and Medium Duty Vehicles to Caldwell Country Ford LLC dba Rockdale Country Ford LLC up to $3,000,000.00 annually. This contract will be for one year with the option to renew for four additional one-year periods totaling $15,000,000.00 if all extensions are exercised Council Member Johnson asked if this item was similar to items fourteen. Mr. Ramirez answered in the affirmative noting this annual contract will be utilized for Ford light and medium duty vehicle acquisitions. This contract includes all available Ford models to include sedans, trucks, cab chassis’, vans, SUV’s, and EV’s. The City’s fleet is comprised of various makes and models, serving diverse municipal functions for City operations. With an emphasis on sustainability and environmental responsibility, the city is committed to incorporating electric vehicles (EVs) into the fleet, where applicable. This approach ensures redundancy, flexibility, and mitigates risk while maintaining a competitive position in the light and medium duty acquisition market. Finance and Government Committee – December 10, 2024 Page 5 of 6  Motion to recommend approval of this item to City Council made by Deputy Mayor Pro Tem Ezeonu, seconded by Council Member Johnson. The motion carried unanimously. 16. Award Contract for ERP data conversion services to Precision Task Group, Inc. (PTG) in an amount not to exceed $420,944.00 through a cooperative agreement with Omnia Partners (Contract # 01-140) Chief Information Officer Keshnel Penny and IT Project Manager Michael Joy presented this item to the committee noting the current Enterprise Resource Planning (ERP) software originated from a shared software agreement that established a unified regional ERP system in the early 2000s as part of NCTCOG partnership. All parties to the partnership have since departed. The City's current ERP system, Lawson, has legacy data created over the life of this software. This will need to be cleaned and converted into a format that the Workday software can utilize. This requires specialized services to migrate this data to assist with the implementation. Chairwoman Clemson inquired on the timeline of this project. Mr. Joy said implementation will take approximately 18 months. Motion to recommend approval of this item to City Council made by Deputy Mayor Pro Tem Ezeonu, seconded by Council Member Johnson. The motion carried unanimously. EXECUTIVE SESSION No executive session was held. CITIZEN COMMENTS There were no citizen comments. ADJOURNMENT Chairwoman Clemson adjourned the meeting at 3:46 p.m. Chairwoman Jorja Clemson Finance and Government Committee – December 10, 2024 Page 6 of 6